Scope Creep Who is the Ring leader of your Circus

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Presentation on theme: "Scope Creep Who is the Ring leader of your Circus"— Presentation transcript:

1Scope Creep Who is the Ring leader of your CircusBennie J. MooreConocoPhillips TA Team Lead

2Things we will cover during this presentationWhat do Shutdowns, Turnarounds and Outages have in common?I. What are the categories of scope creepII. Is there a way to control scope creepIII. Examples of how scope creep can cost youIV. Questions and Answers Section

3What do Shutdowns, Turnarounds and Outages have in commonThey are all like a finely tuned Circus

5Allow me to Introduce you to the Clowns, Item that can derail youPost Scope Freeze scope additionsDiscovery workPoorly defined scopePoorly planned scopeScope that is done during an outage that should be done on routineGood OleBoy scope ( The Boudreaux and Thibodeaux Story )All it takes in one clown to mess up your finely tuned Circus

6What defines a Frozen Scope?What is a Scope Freeze : Consensus agreement of an agreed to list of work that fits within budget parametersHow do we get there?A rigorous, challenging scope review process with considerations for safety, inspection, MI deficiency, reliability and access window capability issuesEach scope item risk ranked and prioritized,By Risk Racking you can predict and be prepared for issues.Possible retubesValves Repack vs. ReplaceLong Lead Items

8Post Scope Freeze AdditionsThe Definition of this type of Scope CreepIs work that sneaks into the work process over time.Without a rigorous, challenging post scope freeze review process prior to a new addition both scope and cost will spiral out of controlThis must be controlled to keep thing on track.

9Discovery WorkThe definition of this type of scope creep-, is work that was not planned or identified as a risk.This type of scope can cost you in all areas.This type of scope creep also carries the highest risk.Examples:No Materials sourced.No QAQC Plan.No Area review to see how this will effect your current scope.No Resources.Equipment requirements for this scope.Creates a distraction from executing the plan

10Discovery WorkThis distraction from executing the plan should be managed by.Running “what if” process to try to outguess discovery work?The Resources should includeVariance Czar strategyEngineering ResourcesMechanical ResourcesProcurement ResourcesHow are costs captured, organized and tracked?.(This should be a defined process)

11Do not be afraid to ask for help!!Poorly Defined ScopeThis type of scope creep is due to lack of effort or Information.The scope should be well defined before it is allowed to be placed in the approved scope for the event.The only fix for this is to improve the scope definition.This can be done by coaching your people and/or requesting original manufacture assistance.Do not be afraid to ask for help!!If the scope can not be well defined this item should be listed on the risk matrix with a value reflecting how poorly the scope is defined.

12Poorly Planned ScopeThis type of scope creep is due to lack of effort or Information.( Ask for help when needed)Step 1. Define which is lacking,The Planner or the Information the planner has to work with.Note: You are only as good as your tools and Information.The fix for this is to get the right people or companies involved to reduce your risk and improve the plan.If the scope can not be well planned.Then the scope item should be listed on the risk matrix with a value reflecting how poorly the scope is defined.

13Routine Scope vs. T/A ScopeQuestion: Is it cost effective to perform this work during the outage or on RoutineThere are many pro’s and cons to this question. The Right answer depends on how you manage you scope and DollarsUnit already blindedUnit already cleaned upIndirect support already providedSupport structure in placeWork time will be on overtime not straight timeWill delay Outage jobsNo part of the event plan

14Routine Scope vs. T/A ScopeHow does the Routine Scope job effect the Outage Scope timeline.How can you best use a Routine crew in you TA ( Options )Shift Schedule ( Will the Routine crew effect the outage Path Yes or No?The Scope must be worked in after the outage time line is set to see if any effects

15Good Ole’Boy Scope The Boudreaux and Thibodeaux StoryThis is the most dangerous scope creep of them all !Work that is done outside of the processNo Scope reviewNo PlanNo QA/QC PlanWhat does it really cost ?Not to mention Management of Change

16The Boudreaux and Thibodeaux StoryBleeder repairThe Operations Outside side person and the Supervisor were old Friends.Operations requested the bleeder be left on so they can check it in the future when ready to blind. The Supervisor agreed.The valve failed during operations as it was carbon and not chrome which was required in the current service. What is the real cost of good O’boy scope?

17Any well Planned job still has Potential Scope CreepLets look at a few.

19Controlling Scope creepMake sure your Scope is well defined.Have a Risk matrix to help define contingencyHave pre planned back up on high risk scope itemsHave a rigid process that must be followedSet up a flow chart that does not allow the Project Manager to be over looked. See flow chart for exampleThe person whois requesting thenew scopeReview with Planning,Engineering and QA/QCProject MgrtoReviewPlanningEngineeringReview with ManagementProceed with scope plan

20Example of Scope Change FormAny Scope not on the approved Scope freeze must go through this processSection 1 Originator, Whomever is requesting Scope must submit the form and why they are requesting this, What business need does it fall into.Ring Leader / Project Mgr: Reviews the request after turned in.Set-a level of approval guideline if allowing project manager to approvePlanning and QAQC reviews, After Review Planned and QAQC checkedCapture Approved or Not. This should be a daily meeting to review any changes and Critical path updates.

21Keep your circus in tuneKey Points to Take HomeStrive to have a defined scopeMake sure all players are on the same pageEnsure a rigid process to control scope creepEnsure your ring leader is in chargeKeep your circus in tune